Development Services Review. Final Report. Zucker July 2016

Handbook.” The link and title of the handbook should be reconciled to eliminate confusion and the link should take the user directly to the document. 105. Recommendation: The Community Development Director should update the Architectural and Site Plan Review handout to retitle it as “Architectural and Site Plan Review/Design Review and Permit,” so that it corresponds to the process name outlined in Chapter 18.74 of the Zoning Code, and change the name of the hyperlink from “Architectural Review Handbook” to Design Review Handbook.” 106. Recommendation: The Community Development Director should work with IT to create a direct hyperlink to the “Design Review Handbook.” We also noted that the title of the “Tree Removal Permit,” handout does not correspond to the term used in the Zoning Code Chapter 12.32.040), which governs the process. The Code refers to the permit as a “tree cutting permit,” which makes it difficult for an unfamiliar user to locate the provisions in the Zoning Code. In addition to including a summary of the review and approval process on their handouts, best practice communities may also include a flow chart showing the major milestones in the process in the interest of transparency and education. 107. Recommendation: The Community Development Director should include flowcharts in the “filing requirements” handouts that depict the various planning review and approval processes (e.g., administrative/Director, Planning Commission and Council approval processes), on handouts. The Division utilizes a uniform Planning Application form, which is a common type of application form utilized by best practice communities. However, this form and others, such as the Environmental Assessment Form are not yet fillable, which will facilitate electronic submittal, once the City launches its new TRAKiT data and permit management system.

108. Recommendation: The Community Development Director should work with the IT Department to create fillable forms to facilitate electronic submittal.

109. Recommendation: Submittal requirements outlined in all filing requirement handouts need to be revised to reflect electronic submittal requirements, rather than paper submittal requirements, once TRAKiT is fully

Morgan Hill, California

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